First-Time Property Setup

Use this checklist when setting up a new property (new database) in Hotelium PMS. Follow the steps in order — some items depend on others being created first.

tip

Complete each section before moving to the next. You can always come back to add more data later, but the items marked required must exist before you can create reservations or post charges.

Step 1 — General Configuration

Start here. Everything else depends on these basics.

Task	Where	Required
Enter hotel name, address, phone, email, logo	Hotel Information	Yes
Set the opening business date	System Date	Yes
Create departments (Front Desk, Housekeeping, Engineering, etc.)	Departments	Yes
Create job titles	Job Titles	No
Create user groups with correct permissions	User Groups	Yes
Create user accounts and assign to groups	Users	Yes
Activate the license	License	Yes
Set up cash registers (one per cashier station)	Cash Register Setup	Yes
Add transportation types (if used)	Transportation Types	No
Add services (if used)	Services	No
Set up Track It groups, types, actions, locations (for Lost & Found)	Track It	No

Step 2 — Profile Setup

Reference data used on guest, company, and travel agent profiles.

Task	Where	Required
Add regions and countries	Regions, Countries	Yes
Add states, districts, cities, postal codes	States, Districts, Cities, Postal Codes	No
Add nationalities	Nationalities	Yes
Add titles (Mr, Mrs, Ms, Dr, etc.)	Titles	Yes
Add languages	Languages	No
Add VIP levels	VIP Levels	No
Add loyalty tiers	Loyalty Tiers	No
Add visa types	Visa Types	No
Add preferences	Preferences	No
Add inactive reasons	Inactive Reason	No

Step 3 — Reservation Setup

Rooms and all reference data needed to create reservations.

Task	Where	Required
Create room classes	Room Classes	Yes
Create room types	Room Types	Yes
Create rooms (assign to room type and floor)	Rooms	Yes
Create reservation types	Reservation Types	Yes
Create reservation methods	Reservation Methods	Yes
Create booking types	Booking Types	No
Create business segments	Business Segments	No
Add floor plans (if using visual floor plan)	Floor Plans	No
Add special requests	Special Requests	No
Add room status types	Room Status	Yes
Add room move reasons	Room Move	No
Add trace codes, origin codes, alert codes	Trace Codes, Origin Codes, Alert Codes	No
Add cancellation, waitlist, lost, refused reasons	Cancellation Reasons, Waitlist Reasons, Lost Reasons, Refused Reasons	Yes
Add purpose of stay codes	Purpose of Stay	No
Add discount types	Discount Reasons	No

Step 4 — Rate Setup

Rates and pricing. Rooms must exist before you can attach rates to room types.

Task	Where	Required
Add currencies	Currencies	Yes
Add exchange rates (if accepting foreign currency)	Exchange Rates	No
Add market groups and market codes	Market Groups, Markets	Yes
Add source groups and source codes	Source Groups, Sources	Yes
Add rate classes and rate categories	Rate Classes, Rate Categories	Yes
Create rate plans and attach to room types	Rates	Yes
Create packages (if offering room+breakfast, etc.)	Packages	No

Step 5 — Cashiering Setup

Transaction codes and payment setup. Must be done before posting any charges.

Task	Where	Required
Create transaction code groups and sub-groups	Transaction Code Groups, Sub-Groups	Yes
Create transaction codes (room, tax, F&B, etc.)	Transaction Codes	Yes
Create payment types (cash, card, bank transfer, etc.)	Payment Types	Yes
Create cashiers and link to user accounts	Cashiers	Yes
Set up routing codes (if using charge routing)	Routing Codes	No
Set up service charges (tax %, service charge %)	Service Charges	Yes
Add articles (if using article-based billing)	Articles	No
Add cashiering exchange rates	Exchange Rates (Cashiering)	No

Step 6 — Housekeeping Setup

Required before using the Housekeeping module.

Task	Where	Required
Create housekeeping sections	Sections	No
Create housekeeping attendants	Attendances	No
Create housekeeping task types	Tasks	No
Add out-of-order/service reasons	Out of Order Reasons	Yes
Add room maintenance reasons	Room Management	No
Add lost & found reasons	Lost & Found Reasons	No
Add maintenance types	Management Types	No

Step 7 — Account Receivables Setup

Only needed if your property uses direct billing to companies or travel agents.

Task	Where	Required
Add account types	Account Types	No
Add aging levels	Aging Levels	No
Add reminder cycles	Reminder Cycles	No
Add restrict reasons	Restrict Reasons	No

Step 8 — Verify and Test

Before going live, run through this checklist:

Log in as a front desk user — can you see Reservations and Front Desk?
Log in as a cashier — can you log in to a cash register and open Transaction?
Create a test reservation — does it save with a room and rate?
Check in the test reservation — does the status change to In-House?
Post a room charge — does it appear on the folio?
Post a payment — does the balance reach zero?
Check out the test reservation — does the room go Vacant Dirty?
Run night audit — does the business date advance?
Check a report — does data appear in the Billing or Night Audit report?

Common Setup Mistakes

Mistake	Fix
Created rooms before room types	Create room types first, then rooms
Created rates before room types exist	Room types must exist before attaching rates
Cashier cannot log in to register	Link the user to a cashier in Cashiering Setup → Cashiers, and ensure the cash register exists
Transaction code not appearing in folio	Ensure the transaction code is active and not a payment-only code
Night audit blocked by open shifts	Close all cashier shifts before running night audit
Business date is wrong	Set the correct opening date in System Date before creating any reservations

Step 1 — General Configuration​

Step 2 — Profile Setup​

Step 3 — Reservation Setup​

Step 4 — Rate Setup​

Step 5 — Cashiering Setup​

Step 6 — Housekeeping Setup​

Step 7 — Account Receivables Setup​

Step 8 — Verify and Test​

Common Setup Mistakes​

See also​